University Affiliate Positions | Visiting Scholar Procedures | Chart of Research Titles

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Checklist for VS/VR positions

Nonemployee Overview

All Nonemployees must have a Worker Type of Contingent Worker in WorkDay (except A013, 0912, and 0925 which must be assigned a worker type of Employee).

University Academic Affiliates are individuals who have non-employee only academic relationships with the university and meet the related requirements. These are non-employee only positions, so If the person has other concurrent employment with The University, these affiliate assignments are not needed.

• View detailed descriptions of each Title (WorkDay).

Note! Individuals in classified or A&P positions cannot hold assignments with zero hours [0%] unless the incumbent also holds a faculty position.

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- Recent Ph.D. graduates (within three years) who are self-funded or independently funded by a third party source such as a grant or other institution. Postdoctoral Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors.
- Research Fellows have at least three years of research experience (post-Ph.D.), and plan to return to their home institutions after brief collaborations at UT. They are self-funded or independently funded by a third party source such as a grant or other institution. Research Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors. Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.
- Senior Research Fellows have established research careers at other institutions, to which they plan to return after brief collaboration at UT. They are self-funded or independently funded by a third party source such as a grant or other institution. Senior Research Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors. Senior Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects. (individuals providing professional or educational services as a nonemployee) (examples: elevator repair, equipment installation) (examples:state auditors, military recruiters) who assist researchers, who have not yet completed a ph.d terminal degree, or who are in residence at UT for less than two weeks, or do not qualify for the Visiting Researcher title. (example:museum docents and guides) (Visitors from other institutions in academic titles) - Visitors from corporations or academic institutions or independently funded by a third party source such as a grant or other institution. Visitors must be here collaborate on research that may primarily benefit the department. When processing these assignments must explicitly state the direct benefit of the visitor to department's primay functions. Visitors here exclusively for independent research does not quallify for visiting scholar assignment without the express benefit to the department. - to be used for other visitor processes where the other more specific titles are not best fit.

More Details | See: Lisiting for Job Profiles (PDF)

How can an affiliated worker obtain a UT EID?
A UTEID is required to assign the worker to an affilliated position.
Each person may only have one UTEID, so ask the worker if they already have a UTEID before asking them to initiate a new one. If they need to obtain a UTEID, they can visit the UTEID Self Service Tools to create and claim one.

How can an affiliated worker obtain a UT ID Card?
First, not all affiliated workers need a UT ID card, for those who do, they must visit the ID Center after the appointment if final approved and processed.

Visiting Scholar Procedures

What policies and procedures are needed for Visiting Scholar/Visting Researcher Positions?

For Visiting Researcher/Scholar Affiliated Worker positions, all assignment or modify documents will route to the Dean's Office for final approval. Incumbents assigned to Visiting Researcher/Scholar positions require background checks.

Checklist for preparing Visiting Scholar WorkDay documents

• Draft Offer letter  in PDF format on Departmental Letterhead --Submit this doc to COLA HR Team list
  note: Only give a copy to scholar once the HRMS assignment document has obtained final approved.
• Visitor’s Curriculum Vitae --Submit this doc to COLA HR Team list (la-hr-team@utlists.utexas.edu)
• Background check results included in HRMS assignment document notes.
• Visual Compliance check included in HRMS assignment doc notes to specify who and when completed.
• Required WorkDay Document Comments/Notes:
  Include these remarks in each assignment document:

1. visitor's nationality,
2. (home) institutional affiliation and country,
3. purpose of visit, and
4. background check results date (mm/dd/yy).

 

Chart of Research Titles

What is a 'Research Affiliate' and how is this different from a 'Visiting Scholar/Visiting Researcher' positions?
In July 2010, new affiliate researcher job codes become available for use in HRMS. These affilliate research positions are:.

• Reseach Affiliate—Postdoctoral
• Research Affiliate—Research Fellow
• Research Affiliate—Sr (Senior) Research Fellow

These positions should be used for postdoctoral fellows/researchers and research fellows who are not paid through the university’s Payroll Services, and who are not Visiting Researchers/Scholars, but who do need access to university systems. These positions are designated as security sensitive, meaning background checks are required for incumbents assigned to them.

Note: Visiting Researcher/Visiting Scholar positions are approved through the Office of the Vice President for Research (see above) and require additional paperwork to be processed.

Nonemployee - Affiliate Academic Research Titles
Title	Research Fellow/Sr. Research Fellow	Post-Doctoral Fellow	Visiting Researcher/Visiting Scholar
Position Duration	No minimum; maximum 2 years	No minimum; maximum 3 years	2 week minimum; 1 calendar year maximum (renewable)
Payment Information	Honorarium/Travel Reimbursement Allowed (APS/PBS/VE5 and VP5/VP2)	Honorarium/Travel Reimbursement Allowed (APS/PBS/VE5 and VP5/VP2)	No type of payment/reimbursement allowed
Intellectual Property/Export Controls Agreement Required	No	No	Yes
Background check required	Yes	Yes	Yes
Classification Guidelines	Invited by UT faculty/researcher to collaborate on UT project. Research is primarily for UT benefit	Invited by UT faculty/researcher to collaborate on UT project. Research is primarily for UT benefit	Visitor (typically) initiates contact for nomination process. Research primarily benefits visitor or visitor's home institution
Visitor Affiliation	Individual is based at another institution/private sector or in another country	Individual is based at another institution/private sector or in another country	Individual is based at another institution/private sector or in another country
Minimum Academic Level Required	PhD (received more than 3 years prior to assignment)	PhD (received within 3 years of assignment)	BS
Principal Investigator status	co-PI status available upon request to OSP	N/A	N/A

 

UTEID Resources

Get a UT EID - Self Service Tool

Related Links and Resources

About Visas

• Non-Immigrant Visas commonly used (PDF)

Payroll Services Resources

• Handbook of Operating Procedures
• Social Security Numbers for Non-United States Citizens
• Establishing New Employee Records for Non-United States Citizens
• Glacier

Independent Contractors or Casual Employee:

Useful forms: Authorization for Professional Services (APS) Form and Independent Contractor Checklist*. A Payee Information Form (PIF)* is also required to properly establish a vendor record for the payee.

• Contractor Services
  
• Contractor Services - Common Questions
• Procedures for Contractor Services - Class Handout (DE316) (PPT)
  

International Office Resources

Includes useful resources and services related to visas and immigration issues.

• Information for Departments
• ISSS-Scholars Resources (J1 Exchange Visitors, Orientation, etc)
• Dowload the PN 151 Presentation Handout (PDF) March 2010
• Employer's Guide to Hiring International Students (PDF)

Provost Resources

• Policy Memo on hiring non-citizens (HTML version) | PDF version

Vice President for Research Resources

• Visiting Scholars Program and Procedures
• Non-Immigrant Visas commonly used (PDF)

Office of Graduate Studies

• Conditions for Student Employment
• Graduate School-TA/AI Tuition Assistance
• Graduate School-Tuition Assistance-Common Questions

Related Links

Checklist for VS/VR positions

Vice President of Research - Visiting Scholar Procedures

Get a UT EID - Self Service

About Visas commonly used

International Office - Information for Departments